Seasonal Festival Coordinator

The Music Hall, Portsmouth, NH; Portsmouth (NH); On-site; Part time

Job summary

A leading arts organization in Portsmouth seeks a Seasonal Festival Coordinator for part-time, temporary work from July to November 2025. The role involves coordinating logistics for multiple festivals, ensuring smooth operations, and maintaining relationships with vendors and venues. Ideal candidates will have strong organizational skills, experience in event management, and the ability to work flexible hours, including nights and weekends. This position offers a competitive hourly wage based on experience.

Qualifications

• Minimum of 3 years of experience in event management.
• Strong organizational and project management skills.
• Ability to multitask and prioritize tasks.

Responsibilities

• Coordinates all operational aspects of multiple festivals.
• Collaborates with the Associate Executive Director.
• Supervises travel and accommodation needs for industry professionals.

Skills

Organizational Skills

Project Management

Communication

Interpersonal Skills

Attention to Detail

Problem Solving

Tools

Google Suite

Asana

Job description

SEASONAL FESTIVAL COORDINATOR

Part-time, temporary, hourly position, overtime eligible

Job Length: July 1, 2025 - November 1, 2025

Supervisor: Associate Executive Director

POSITION SUMMARY

The Festival Coordinator position is a seasonal role that coordinates all operational aspects of multiple festivals within The Music Hall’s programming repertoire, including:

Inaugural Literary Festival September 7-10, 2025

Telluride by the Sea Film Festival September 12-14, 2025

New Hampshire Film Festival October 16-19, 2025

This temporary seasonal position will be hired from July 1, 2025, through November 1, 2025, and will be compensated hourly at an average of 40 hours per week with variables of additional hours based on festival schedule and needs. Working extended hours, including late nights, early mornings, and weekends, is a requirement for this role, leading up to key festival dates.

ESSENTIAL DUTIES AND RESPONSIBILITIES

For all scheduled Music Hall festivals, the Seasonal Events Coordinator will report directly to the Associate Executive Director and work closely with them to provide cohesive and uniform planning and execution across all festival-related activities, including:

• Collaborating with the Associate Executive Director to build meeting agendas, taking detailed notes during planning meetings, and ensuring timely follow-up on action items and necessary communications to the festival team.
• Responsible for coordinating planning timelines and helping to keep the team on track and accountable.
• Updates and maintains a centralized system for event logistics information for internal and external sharing with key planning constituents.
• Continuously updates standard operating procedures and policies attached to event logistics and coordination.
• Assist with coordinating operational logistics with off-site venues for panel discussions, film screenings, special events, and headquarters locations while being responsible for maintaining good relationships with venue owners and management.
• Coordinates and archives executed rental contracts and agreements, certificate of insurance, and adherence to venue-specific qualifications while consistently communicating with venue management.
• Assists with coordinating operational logistics with external event-based vendors for all onsite and offsite venues.
• Supervises travel and accommodation needs for industry professionals, including flights, ground transportation, lodging, and other concierge assistance while utilizing an outsourced travel agent where needed.
• Responsible for merchandise displays and inventory tracking through all locations where merchandise is sold. Collaborates and coordinates high-quality event swag and promotional merchandise where designated.
• Tracks and updates festival expenses related to rental venues, event vendors, hospitality, and travel needs. Arranges payment for venues and vendor invoicing through the assistance of the Finance Department.
• Assists the Volunteer Coordinator with training festival volunteers in various roles at multiple locations.
• Maintains and tracks festival equipment inventory such as step and repeats, signage, technical equipment, and other promotional or event materials.
• Post-festival: inventories and organizes all event equipment and supplies in proper storage locations.
• Creates and documents standard operating procedures and project plans for large-scale events, festival planning, and logistics to aid with future planning needs and improvements.

NEW HAMPSHIRE FILM FESTIVAL SPECIFIC:

• Establishes an experienced events-based team to coordinate and execute all festival logistics, including set-up, catering, equipment needs, transportation, and breakdown across multiple locations.
• Other duties to be assigned as staffing and volunteer positions solidify, and as specific initiatives are developed according to the approved NHFF Strategic Plan.

MINIMUM QUALIFICATIONS

• Minimum of 3 years of experience in event management. Those with previous experience in festival-specific event management will be prioritized for consideration.
• Strong organizational and project management skills, with the ability to multitask and prioritize tasks in a fast-paced environment.
• Ability to define and communicate tasks and roles clearly.
• Excellent communication and interpersonal skills, with the ability to build and maintain relationships with clients, vendors, and internal teams.
• Attention to detail and ability to work with precision and accuracy.
• Ability to work independently and as part of a team, with a proactive and problem-solving mindset.
• Experienced proficiency in: Google Suite and a project management software tool like Asana.
• Valid driver’s license.
• Ability to move items up to 50 lbs.
• Work Schedule: Outside of festival dates, this position will generally work Monday-Friday, 9am-5pm, in-person in downtown Portsmouth, NH office. Hours will fluctuate in days leading up to each festival with flexibility to work certain nights, weekends, and holidays based on the programming schedule and festival needs.

RELATIONSHIPS

Reports to: Associate Executive Director

Collaborates with: Programming, Production, Front of House, Facilities, Finance, and Marketing Departments

SALARY/BENEFITS

Competitive and based on experience.

Hourly Range: $20-$30/hour based on experience.

HOW TO APPLY

Please email a cover letter and resume to Ashleigh Tucker Pollock at [e-mail] by June 1, 2025.

The Music Hall is an equal opportunity employer. We highly encourage those traditionally underrepresented in our industry to apply. For individuals with disabilities who would like to request an accommodation, we encourage you to email Joe Gleason at [e-mail].

ABOUT THE MUSIC HALL

The Music Hall, established in 1878 as a Vaudeville theater, has become a cornerstone of Portsmouth’s vibrant arts scene. Over nearly 150 years, it has evolved into a premier performing arts center, featuring two distinct venues: the landmark Victorian-era Historic Theater, designated an American Treasure by the National Park Service, and the modern Music Hall Lounge, an intimate 116-seat cabaret-style space. Together, they host over 130,000 patrons annually, offering a diverse array of live performances and on-screen programming that foster creativity and community.

In 2024, The Music Hall expanded its cultural offerings by taking over the New Hampshire Film Festival (NHFF), the state’s longest-running film festival, which attracts thousands of visitors each fall with independent films, panels, and networking events. That same year, it opened a new Members Club with McKeon’s Bar and the Box Office & Ticketing Hub, housed in the historic Kearsarge House on Congress Street. This exclusive speakeasy-style club allows members and sponsors direct access to the Historic Theater.

Since 1987, The Friends of The Music Hall, a 501(c)3 nonprofit, have upheld its mission: to present diverse, high-quality arts programming as a vital cultural hub for the Seacoast community. Today, The Music Hall continues to enrich Portsmouth’s cultural fabric with world-class entertainment.